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01 - January 14, 2020 Budget Committee MinutesCouncil Budget Committee Meeting Minutes Elgin County Administration Building Council Chambers January 14, 2020 1.00 P.M. 1. CALL TO ORDER The Council Budget Committee met this 14th day of January, 2020 in the Council Chambers, at the County Administration Building, St. Thomas at 1.00 p.m. 2. APPROVAL OF THE AGENDA Moved by: Councillor Ketchabaw Seconded by: Councillor French Resolved that the agenda of the meeting held on January 14, 2020 be approved. - Motion Carried. 3. CONFIRMATION OF MINUTES (CLOSED SESSION) Moved by: Councillor French Seconded by: Councillor Giguere Resolved that the confirmation of minutes (closed session) of the meeting held on December 9, 2019 be confirmed. - Motion Carried. 4. DISCLOSURE OF PECUNIARY INTEREST 1101Me n 5. DELEGATIONS None. 6. BRIEFINGS AND REPORTS 6.1 Past Efficiencies — Director of Financial Services The Director of Financial Services presented the past efficiencies of $3.3 million since 2011 with approximately two-thirds coming from Long -Term Care. 6.2 Homes Funding — Director of Financial Services & Director of Homes and Senior Services The Director of Financial Services & Director of Homes and Senior Services presented the homes funding with approximately $5 million being funded by Elgin County rate payers as a result of provincial funding shortfalls. The nursing envelop accounts for approximately 80% of the shortfall. CLOSED MEETING ITEM Moved by: Councillor Giguere Seconded by: Councillor Ketchabaw Resolved that we do now proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Municipal Act Section 239 (2)- In-Camera Item #1 (d) labour relations or employee negotiations — Home Wage Negotiations In -Camera Item #2 (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board — Homes Recruitment - Motion Carried. MOTION TO RISE AND REPORT Moved by: Councillor French Seconded by: Councillor Giguere Resolved that we do now rise and report. - Motion Carried. In -Camera Item #1 — Home Wage Negotiations Moved by: Councillor French Seconded by: Councillor Giguere Resolved that staff proceed as directed. - Motion Carried. In -Camera Item #2 Moved by: Councillor French Seconded by: Councillor Giguere Resolved that staff proceed with recruitment strategies as directed. - Motion Carried. 6.3 Current Financial Pressures— Director of Financial Services & Director of Engineering Services The Director of Financial Services & Director of Engineering Services provided a review of the current financial pressures in the 2020 Budget Review. The Director of Engineering Services reviewed the financial pressures and their impact on the 2020 — 2029 tax increases. A 0.9% provision for unknown external impacts or service needs was included in the presentation from the feedback from Committee members at the December 9, 2019 Budget Committee meeting. Combined with the increases driven by the Asset Management Plan, provincial funding cuts/downloading ambulance service changes and benefit cost risks, the increase totalled 5%. 6.4 2019 Corporate Asset Management Plan — Transportation Network — Director of Engineering Services The Director of Engineering Services presented the 2019 Corporate Asset Management Plan —Transportation Network to the Committee. The Plan represented a jump forward in the County's asset management journey, and will continually be improved and updated as new data is collected, and as the field of asset management grows and develops. The Director of Engineering Services explained the projects added to support Bayham's multi -phase Port Burwell Strom Sewer Replacement projects in the Asset Management Plan. Staff direction was given to follow up on costs for those projects as they appear to be overstated. Moved by: Councillor Ketchabaw Seconded by: Councillor Giguere Resolved that the report titled "2019 Corporate Asset Management Plan — Transportation Network" dated January 7, 2020, be endorsed and that staff be directed to proceed with the Plan as outlined in support of budget development. - Motion Carried. CLOSED MEETING ITEM Moved by: Councillor Ketchabaw Seconded by: Councillor Giguere Resolved that we do now proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Municipal Act Section 239 (2)- In-Camera Item #3 (d) labour relations or employee negotiations — GIS & Asset Management Engineering Coordinator - Motion Carried. MOTION TO RISE AND REPORT Moved by: Councillor Ketchabaw Seconded by: Councillor Giguere Resolved that we do now rise and report. - Motion Carried. In -Camera Item #3 — GIS & Asset Management Engineering Coordinator Moved by: Councillor Ketchabaw Seconded by: Councillor Giguere Resolved that staff proceed as directed. - Motion Carried. The Chair left the meeting at 1.50 p.m. Councillor French assumed the chair. The Chair assumed the chair at 2.26 p.m. Councillor French presided. 6.5 2020-2029 Capital Budget —Director of Financial Services The Director of Financial Services presented the 2020-2029 Capital Budget to the Committee. 6.6 Closed and Carry -Forward Projects — Director of Financial Services The Director of Financial Services presented the Closed and Carry - Forward Capital Projects to the Committee. The Director of Financial Services provided the estimated amount of surplus being returned in the Closed Capital Projects to the Committee. Staff provided an overview of their department's Closed Capital Projects. The Committee discussed the use of the Tree Commissioner's van. The Committee requested more information from staff regarding joint or group tendering and the expanded life span of 5 years. Moved by: Councillor Ketchabaw Seconded by: Councillor Giguere Resolved that the staff investigate vehicle life -cycles and adjust the capital budget accordingly for the January 28, 2020 Council meeting. - Motion Carried. 6.7 Budget Approval Steps —Director of Financial Services The Director of Financial Services outlined the budget approval steps and reviewed the current financial pressures with the Committee. Moved by: Councillor French Seconded by: Councillor Ketchabaw Resolved that staff further refine the 2020 budget numbers where possible and prepare a budget for Council's consideration that achieves a 4.0% total annual tax increase for 2020-2029. - Motion Carried. 7. OTHER BUSINESS None. 8. CORRESPONDENCE None. 9. DATE OF NEXT MEETING Wednesday, January 29, 2020 at 2.00 p.m. at the County Administration Building Council Chambers. Calendar invitations to be sent. 10. ADJOURNMENT Moved by: Councillor French Seconded by: Councillor Giguere Resolved that we do now adjourn at 3.54 p.m. to meet again on January 28, 2020 at the County Administration Building Council Chambers at 2.00 p.m. - Motion Carried. Dave Mennill, Chair.